Grant Overview

1

Departmental Research Administrators Training Track

Office of Sponsored Programs

Engineering 329ospa@umbc.edu

410-455-3140 (Phone)410-455-1876 (Fax)

www.umbc.edu/research/OSP/

Office Contract & Grant Accounting

Administration 413410-455-1642 (Phone)

410-455-1916 (Fax)

http://www.umbc.edu/FinancialServices/

grantacct.html

Course Information

Prerequisite: PeopleSoft Overview PeopleSoft Fundamentals

Audience: UMBC Staff responsible for working with, or managing Sponsored Awards This course is prerequisite to the Grant

Reconciliation course Length: Approximately 2 hours Instructors: Staff from OSP and OCGA

AGENDA

What is the Grant Life Cycle? Pre-Award tasks and responsibilities Post-Award tasks and responsibilities Grant Reports Getting Help

Module 1: Grant Overview

By the end of this module, you will be able to: Name the Grant Players Discuss the Grant Life Cycle Discuss the PeopleSoft Grant Life Cycle

UMBC Grant Players

Office of Sponsored Programs (OSP) Office of Contract and Grant

Accounting (OCGA) Individual Departments Sponsors

Grant Life Cycle

Pre-Award Award Post-Award

Grant Life Cycle

Pre-award

Post-award

Award

Grants Proposal Business ProcessHigh-level Process Flow

Identify Proposal Opportunity

Is Proposal Awarded

Yes

Approval Proposal

(see attached detail)

Submit Porposal

Award Proposal

(see attached detail)

Create Proposal

END

Accumulate Expenses

(POs,VCHRs, P-Card, T&L)

Process Step

Sub-Process

Business Document

Legend

Decision Point

Process Flow Connector

Update porposal status

No

Cacluate F&ABill SponsorGenerate Reports

Post to GL and

Commitment Cotrol

Process Continuations and/

or Close

Grant Life Cycle in PeopleSoft

Project/Grant ChartfieldsChartfield GL Chartfield Project

ChartfieldSample Chartfields

Business Unit X X UMBC1

Fund X X 1253

Department X X 10012

Prog Oper (Opt) X

Program Fin X X 022

Project X X CV530517(Converted Grant) or 00000227 (New Grant)

Activity ID X CNV(Converted Grant) or BUD001(New Grant)

Account X X 7030100 Postage

TCODE (Optional) X

SOF (Optional) X

Analysis Type X GLE

Resource Type X SUPMA (Supplies/Materials) orGFCAS (GFC Assessment) orPCOST (Participant Costs)

Resource Category (Opt)

X PRPUB(Printing, Publication, Dissemination)

Practice 1:

Name the three stages of the Grant Life Cycle Pre-award, Award, Post-award

Name two chartfields associated to Grants (or projects) Business Unit, Fund, Department, Program

Fin, Project ID, Account, Analysis Type, Resource Type

Module 2: Pre-award

By the end of this module, you will be able to: Discuss the Pre-award process Identify the tasks required of the various entities

for each process step Know what to do to appropriately setup the

Budget. Define what is Cost-Sharing Discuss how to use Subrecipients Know when a pre-award spending is allowed

Pre-award Process

PeopleSoftProcess

Enter Proposal in PeopleSoft

Review proposal data

Check status of proposal

Pre-Award Terminology

Proposal Sponsor CFDA (catalog federal domestic assistance) Proposal ID Direct Costs F&A (Facilities & Administration) Indirect Costs MTDC (modify total direct costs) TDC (Total Direct Cost) Participant Support Costs Subrecipients

Pre-AwardActivity Responsibility Comments

Identify opportunity Department OSP can help identify opportunities

www.umbc.edu/ospa

Create proposal Department OSP can provide support in completing proposal package & forms

Complete appropriate documentation

Department OSP can provide support in completing proposal package & forms

Identify Budget Department OSP can assist in creating the proposal budget

Enter Proposal in PeopleSoft

Department / OSP / Deans Office

Budget/cost sharing Proposal routing form (with

program announcement)

Signoff for Submission OSP Proposal budget data from the department

Department approvals

Generate Award OSP Documentation and budget

Identify Opportunity

OSP Website: www.umbc.edu/ospa Grants.gov Most Commonly Used Forms

Cost Sharing Approval Form Indirect Cost Waiver Form Hazardous Materials IRB Form NIH Addendum Form

Budget Items

Budget Items are used during the Pre-award stage of a grant.

Define for a sponsor how funds are proposed to be spent on a Grant.

Direct costs vs. Indirect costs (F&A) Once a Grant is Awarded, Budget Items

are mapped to Resource Types.

Cost Sharing Cost Sharing

Matching Cash Contributions are actual funds In-Kind Contributions are non-cash

contributions from inside or outside UMBC.

Portion of project or program costs not borne by the sponsor.

Department submits cost-share approval form to OSP

Sign-off for Proposal Submission

Initiator Principal Investigator Department

Chairs Dean Representative Office of

Sponsored Programs

Award Process

Upon selection of a proposal by a Sponsor, OSP performs a ‘Generate Award’ process in PeopleSoft

Transfers budget information from the pre-award to post-award

PeopleSoft Grant Terms and Sample Values

Pre-Award Terms

Post-Award Terms

Proposal ID000153

Award ID000153

Contract ID000153

Proposal Project(s)00000002270000000228

Project_ID(s)00000002270000000228

Budget IDBUD001

Activity IDBUD001

Chartfield Transitions

Proposal ID =Award ID = Contract ID Project = Project Budget ID = Project Activity ID Budget Item = Resource Type

How will I know if my Grant has been Awarded?

Departments are notified by OSP Locating Grant Status via PeopleSoft

Pre-award Spending

Used if spending on a Grant is authorized by the sponsor before funds have been securedPI Completes authorized pre-award spending

form Sends form to OSP for Signoff

OSP generates a pre-award spending award in PeopleSoft

Proposal Status in PeopleSoft is “Pre-award Spending approved”

FYI Billing can not occur until final award is received

OSP Tools www.umbc.edu/ospa

Forms Policies FAQ

Grant Training via OSP PI Handbook (via OSP web page) COS (via OSP web page) Foundation Directory (via MyUMBC) Grants.gov

Practice 2:

Name an Indirect cost? Name a Direct cost? What is a Participant Support Cost? What is the OSP website URL?

www.umbc.edu/ospa Who has final signoff on a proposal prior to

submission? OSP

Who approves pre-award spending? OSP

Module 3: Post-Award

By the end of this module, you will be able to: Discuss the Post-award process Identify the responsible department for

each process step Know what to do if you receive a check

from a sponsor Discuss the steps to take if additional

funding is required? Discuss the steps for closing a Grant?

Post-Award Terminology

Chartstring Chartfield Account HR Account Code Position Management Position Employee Job

Post-award Process

PeopleSoftProcess

Grant SetupAllocate

Expenses/Revenues

Closing the GrantReconcile Budgets

Grant Chartfields

Project ID Activity ID (BUD001) Resource Type Analysis Type Fund Code (1253 / 1114) Department Program FIN Account

Project ID

Proposal ID = Contract ID = Award ID

Project ID = Grant ID

Resource Types

Used to track, analyze and report on actual and planned costs in grants or projects.

For every Budget Item there is a matching Resource Type.

Assigned to individual resources to identify the purpose of distinct transactions.

Resource Types can be as general or specific as needed

The Resource Type chartfield will be used to override F&A charges when the account chartfield does not provide the level of detail needed to segregate the charges.

Analysis Type

Assigned to individual transactions to identify the transaction’s source and type.

Analysis Type

Expenses:ACT – Actual ExpenseGLE – GL Expense (journal entry)PAY – Payroll ExpenseSFA – Sponsored F&A (calculated)SRE – Student Payments (Student Financials)Cost Share Expenses:CAC – Cost Share Actual ExpenseCGE – Cost Share GL Expense (journal entry)CPY – Cost Share Payroll ExpenseCFA – Cost Share F&ACSE – Cost Share Student Payments

Revenue:BIL – Unbilled transactionsBLD – Billed transactionsOLT – Over Limit Transactions

Other Analysis Types:BUD – Budget TransactionsWFA – Waived F&ACOM - Commitments

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What is a Fund Code?

Used to define a common collection of activities and resources

1253 = Grants/Contracts 1114 = Cost Share

What is a Program Financial?

Also referred to as a ProgFIN External reporting requirement of

the General Accepted Accounting Principals (GAAP), University of Maryland (UM) the State of Maryland (SOM)

Used for Expenses only, not for Revenue

Program FIN – Common Codes

Instruction -includes expenditures for all activities that are part of an institutions instruction program. INST - 011 - Instruction – General (during regular

term) Research – includes all expenditures for

activities specifically organized to produce research RSCH - 022 - Research – Individual (DRIF)- 021

Other Sponsored Activities – includes all expenditure for activities related other than insturction and research SERV - 031 – Other Sponsored Activities

Program FIN – Common Codes

Scholarships – includes expenditures for scholarships and fellowships – from restricted or unrestricted current funds – in the form of grants to students, resulting from selection by the institution or from an entitlement program SCHOL - 171 - Scholarships FELLO - 172 - Fellowships

Account

Natural classification for a financial transaction guided by GAAP, UM and SOM Salaries Contributions Cash

3000000 – Net Assets 4000000 – Revenue 5000000 - Transfers 6000000 – Personnel Expenses 7000000 – Operating Expenses 8000000 – F&A

Post-Award

Task Responsibility

Grant Setup Grant Accounting

Allocate Expenses/Revenues

Department

Billing Grant Accounting

Reconciliation Department

Closing the Grant Department/Grant Accounting/OSP

OCGA Website

Office of Contract and Grant Accounting

http://www.umbc.edu/FinancialServices/grantacct.html

Receiving Checks from Sponsors

Immediately restrictively endorse checks ‘for the deposit only’ with UMBC stamp

Make 2 copies of the check Copy 1 – provide PeopleSoft project number/Grant

number, Sponsor Name, and e-mail address of department representative

Copy 2 – serves as receipt of delivery Grant Accounting will sign this copy Departments should retain this copy as proof of

disposition of check Hand deliver original and copies to OCGA,

Admin 413 Grant Accounting will email deposit # within

48 hrs.

Significant Budget Changes

Changes to a Grant Budget, that require prior approval, must go through OSP

Once the Sponsor approves budget changes, the new budget is to be forwarded to OCGA to update Peoplesoft.

Grant Closing Procedures

The Grant Closeout Report can be run at anytime to view the status of expired and soon to expire grants.

OCGA Grant Accountants on a monthly basis run a query for expired grants and initiate the closing process.

Closing process may also be initiated by departmental business managers.

Practice 3:

What are the two PeopleSoft Fund Codes that are used for Sponsored Awards?

1253 / 1114 Name one of the Program Fin (Prog Fin)

codes often used for Sponsored Awards? 011 / 022 / 031 / 171 / 172

What should you do if you receive a check from a Sponsor?

Make 2 copies of the check / enter grant ID, sponsor name, and email address of dept on copies / hand deliver to Grant Accounting

Module 4: Reporting

By the end of this module, you will be able to: Name the various Grant reports Describe what is Effort Reporting Know what to report to Sponsors

What do the Reports tell me?

Identify amount spent on a Grant by resource type

Identify amount left to spend on a Grant

Define Budget

PeopleSoft Grant Reports

Grant Summary Report Grant Detail Report Statement of Payroll Charges Report Effort Reports Grant Cost-Share Grant Closeout Report

Why Effort Reports

Government regulations, set by the Office of Management and Budget (OMB) in Circular A-21 "Cost Principles for Educational Institutions" require that the University maintain records that will substantiate the effort of each individual charged to a sponsored project. Therefore, time records must be carefully maintained. A-21 states that the payroll distribution system will (I) be incorporated into the official records of the institution, (ii) reasonably reflect the activity for which the employee is compensated by the institution, and (iii) encompass both sponsored and all other activities on an integrated basis. Of the options available for documentation, according to A-21, the After-the-Fact Activity Records Method has been determined to be the method most easily adaptable to the Campus environment.

When are Effort Reports Due?

Fall; Pay Periods 1 – 14 Due 30 days after closing

Spring; Pay Periods 15 – 26 Due 60 days after closing

Reporting to Sponsors

Each Sponsor has different reporting requirements and timeframes

Become familiar with the detail of your Grant to ensure you meet the Sponsor’s reporting requirements

Work with OSP and Grant Accounting if you have questions

Module 5: Getting Help

By the end of this module, you will be able to: Name the various resources available to

receive Grant assistance Locate the resources

Help Resources

PeopleSoft UMBC Website Peer Mentors Divisional Coordinators OSP Grant Accounting PS_Support Chartfield Support

CC_tree(s) in PeopleSoft Finance Knowledgebase

Websites:

OSP : http://www.umbc.edu/ospa/ OCGA:http://www.umbc.edu/FinancialServices/grantacct.html

PeopleSoft End-Users Manual(KnowledgeBase)

PeopleSoft Training Plan(KnowledgeBase)

Main OSP Contact/Reference

UMBC Office of Sponsored Programs

Engineering 329ospa@umbc.edu

410-455-3140 (Phone)410-455-1876 (Fax)

www.umbc.edu/research/OSP

2009-2010